Key points
- Catering typically accounts for 55%–70% of the total budget. Set this first to allocate space for other items.
- A 10% service charge is almost inevitable, so include it in the catering budget from the start.
- Prize budgets should be 10%–15% of the total, with the principle of "fewer big prizes, more small and medium prizes."
- Reserve 5%–8% for contingency expenses. Overtime fees, last-minute table additions, and taxi fares will certainly occur.
"How much will this event cost?" is usually the first question from the boss and often the hardest to answer.
This article uses real event management experience to break down reasonable proportions and price ranges in the Taiwanese market, enabling you to provide a solid estimate before even requesting quotes.
Proportions of the Six Major Categories
Using a corporate year-end party/spring banquet as an example, for an event with 150 people, the budget is roughly distributed as follows:
| Category | Proportion | Description |
|---|---|---|
| Catering (including service charge) | 55%–70% | Banquet or buffet; this determines the overall budget scale |
| Venue | 0%–10% | Most banquet halls charge per table, no separate venue fee; independent venues are charged separately |
| Decoration and Materials | 5%–10% | Backdrops, table flowers, balloons, signs, table cards |
| AV and Equipment | 5%–12% | Projectors, lighting, sound system upgrades, live streaming, photography |
| On-site Interaction | 3%–8% | Photo services, interactive games, hosts |
| Prizes | 10%–15% | Raffle prizes and recognition gifts |
| Contingency | 5%–8% | Overtime, additional tables, transport, miscellaneous expenses |
The structure of weddings is different: catering accounts for a higher proportion (65%–75%), prizes are almost non-existent, but decoration and image recording take a larger share.
Catering: Back-Calculate from Table Price
The table price (for 10 people) in Taiwanese banquet halls generally falls into several ranges:
| Price Range | Per Table | Common Venue Types |
|---|---|---|
| Entry-Level | NT$10,000–15,000 | Community banquet halls, restaurant buyouts |
| Mainstream | NT$15,000–22,000 | Chain wedding banquet halls, mid-range hotels |
| Mid-High | NT$22,000–32,000 | Four-star hotel banquet halls |
| High-End | NT$32,000 and above | Five-star hotels, iconic venues |
Calculation: Table price × Number of tables × 1.1 (service charge) = Total catering cost.
For 150 people, approximately 15 tables, calculated at a mainstream rate of NT$18,000:
18,000 × 15 × 1.1 = 297,000
If catering accounts for 60%, the total budget is approximately NT$495,000. This is the figure you can report to your boss.
Conversely, if the boss gives you a cap of NT$400,000, then NT$240,000 is available for catering, which translates to about NT$14,500 per table—you should look for venues in the entry to mainstream range.
Venue Fees: Clarify to Avoid Surprises
Most banquet halls "charge per table, no separate venue fee," but additional costs may arise in the following situations:
- Not meeting minimum table numbers: Pay the difference or be downgraded to a smaller hall.
- Non-typical time slots: Weekday lunches usually have discounts, Saturday evenings are the most expensive.
- Independent/outdoor venues: Venue hire, cleaning fees, and deposits are extra, catering must be outsourced.
- Overtime: Typically NT$5,000–20,000 per hour, depending on venue size.
Decoration: Ask What the Venue Provides
Many people spend repeatedly on items the venue already includes. When visiting, directly ask:
- Is the stage, backdrop, and lighting included? What are the dimensions?
- What are the default styles for table flowers, tablecloths, and chair covers? Can they be changed? How much extra?
- Are there stands and signboards for the welcome area?
Decide on additions after confirming. For a 150-person event, additional decoration typically ranges from NT$25,000–50,000.
AV and Equipment
| Item | Price Range | Remarks |
|---|---|---|
| Photography (still) | NT$8,000–20,000 | Depends on hours and whether editing is included |
| Videography/Highlight Editing | NT$15,000–40,000 | Same-day editing costs extra |
| Sound System Upgrades | NT$10,000–30,000 | When venue sound is insufficient |
| Lighting Upgrades | NT$15,000–50,000 | Often needed for performances |
| Live Streaming | NT$20,000–60,000 | Multi-camera, requires bandwidth |
Reminder: Venue-provided projectors and sound systems are usually "adequate but not ideal." If you have performances or need to play edited videos, test on-site before deciding on upgrades.
On-site Interaction
This category has a wide price range due to numerous options:
- Hosts: NT$8,000–30,000, depending on fame and hours.
- Photo Services (photo booths, instant prints, photo walls): NT$15,000–45,000.
- Large Screen Interactive Games: Free to NT$30,000. Basic quizzes, raffle wheels, and bingo have free options; custom branding, over 200 connections, or on-site support require payment.
For a 150-person event, an interaction budget of NT$20,000–40,000 usually creates memorable content.
Prizes: Fewer Big Prizes, More Small Ones
Prize budgets should be 10%–15% of the total. For a NT$500,000 budget, prizes are about NT$50,000–75,000.
Allocation principle:
| Level | Prize Budget Proportion | Number (150 people) | Unit Price Reference |
|---|---|---|---|
| Big Prize | 40% | 1–3 | NT$10,000–30,000 |
| Medium Prize | 30% | 5–8 | NT$2,000–5,000 |
| Small Prize | 20% | 15–25 | NT$500–1,500 |
| Everyone's Prize | 10% | Everyone | NT$100–300 |
Winning rate is key to perception. Drawing 25–35 winners (about 20%) out of 150 people feels "easy to win"; only drawing 8, even if the prizes are expensive, most will feel it's irrelevant to them.
Don't Forget Contingency Expenses
The following items occur at every event but are rarely budgeted:
- Overtime fees (more than half of year-end parties run over)
- Last-minute table additions/reductions
- Staff meal and taxi expenses
- On-site emergency purchases (batteries, extension cords, tape, spare microphones)
- Prize shipping for absent winners
Allocate 5%–8% of the total budget; it's good if you don't use it all.
A Ready-to-Fill Budget Template
Apply the above proportions to your total budget for a draft budget. Replace each item with actual quotes as they come in.
→ Check Venue Price Ranges: Taiwan Banquet Venue Database → Next Step: Plan the Event Day Schedule
Figures come from events we delivered and public sources. Actual terms vary by venue and date — always confirm with the venue.